PURCHASING
CITY OF SULPHUR
101 N. HUNTINGTON ST.
SULPHUR, LA 70663
 
Is accepting bids on:
 
ANNUAL SUPPLY OF OFFICE SUPPLIES
 
This proposal will be received by
THE CLERK OF THE COUNCIL
101 N. HUNTINGTON ST.
SULPHUR, LA 70663
 
UNTIL
 
TUESDAY, DECEMBER 3RD
 
10:30 AM
 
AT WHICH TIME BIDS WILL BE PUBLICLY OPENED AND READ ALOUD
 
 
Advertisement in the Official Journal
 
Southwest Daily News
 
 
THIS IS THE BID PROPOSAL OF
 
 
 
FIRM:
 
 
ADDRESS:
 
 
DATE:
 
 
TELEPHONE:
 
 
FAX:
 
CITY OF SULPHUR
PURCHASING REGULATIONS
 
1. BID FORMS:  The City assumes no responsibility for failure to send proposals.  Proposals and specifications can be obtained at the Purchasing Department or electronically at www.centralauctionhouse.com.  Full information or any questions answered by contacting the Purchasing Department, 101 N Huntington St., Sulphur, LA 70663.
 
Bidders are advised to familiarize themselves with these purchasing regulations of the City of Sulphur and particularly those provisions with respect to strict compliance with the bid proposal. These bid proposal forms shall remain together with the complete contract documents as originally issued. Copies of addenda, if any, shall be attached to the complete forms submitted. Altered or incomplete proposals, or use of substitute forms or documents, will render the bid irregular. 
In an effort to streamline the process for contracting with the City of Sulphur and in accordance with Act No. 590 of the 2008 Regular Session of the Louisiana Legislature, electronic copies of bid solicitation documents, including general and technical specifications, and technical drawings or plans, bid/proposal forms, submittal instructions, and any addenda revisions to the original specifications may be viewed online, downloaded, and printed. The new system will provide prospective bidders quicker access to solicitation information and documents. Bidders must self-register online.  This information may be accessed through www.centralauctionhouse.com.  
Bids may be submitted on forms furnished by this office fully filled in as to the delivery date etc.  An original signature is to be affixed to each copy of the bid submitted to the Clerk of the Council, City Hall.  The bidder shall be responsible for all errors or omissions in proposal. 
2. LATE BIDS: No bid under any circumstances will be received or considered after the appointed hour. The method of delivery of the bid is the responsibility of the bidder. At any time prior to the schedule closing time for receipt of proposals, any bidder may withdraw his proposal. After scheduled closing time for receipt of proposals or before award of the contract, no bidder will be permitted to withdraw his proposal unless said award is delayed for a period exceeding thirty (30) days. 
 
3. TAXES: All purchases made directly by the City of Sulphur are exempt from all taxes.  Purchases made by contractors or subcontractors, on behalf of the City of Sulphur for City projects, are subject to all applicable sales tax.
 
4. Each bid must be accompanied by a certified check, cashier’s check or bid bond. Bids submitted without bid bond will be rejected. Bid bonds submitted must be in accordance with Act 139, which requires that bid bonds be from surety or insurance companies included in the US Treasury Department’s Financial Management Service list, or by a Louisiana domiciled insurance company with at least an A-Rating in the AM Best’s Key Rating Guide. Amount shall be not less than five percent (5%) of the total bid or two thousand dollars ($2,000.00) (whichever is the lesser amount) and made payable to the CITY OF SULPHUR.
 In the case of items FOR SALE BY THE CITY OF SULPHUR, the successful bidder will be required to deposit CASH, CERTIFIED CHECK, OR CASHIER’S CHECK in the full amount immediately upon notification of acceptance (check made payable to the CITY OF SULPHUR).  Surplus sale items offered as, is, where is.  This provision does NOT apply to bids for labor only.
 
5. This bid shall be firm for the calendar year of 2025 and be subject to extension by agreement between the City and the bidder.
 
6. Any proposal for construction or doing of public work shall require a written contract, certificates of liability of insurance, and a Performance bond.
 
7. NET PRICES: Bid prices, unless otherwise specified, must be net including all transportation and handling charges fully prepaid by contractor to destination and subject only to cash discount.  Bid prices shall be firm for acceptance for a minimum of forty-five (45) days.  Bids containing “payment in advance” or “C.O.D.” requirements may be rejected.  Payments on the awarded bids shall be made upon delivery of equipment, supplies and/or services in accordance with the established “NET 30” payment procedures of the Department of Finance of the City of Sulphur.  
 
8. NEW PRODUCTS:  Unless specifically called for in the solicitation, all products for purchase shall be new, never previously used, and the current model and/or packaging.  No remanufactured, demonstrator, used or irregular product shall be considered for purchase unless otherwise specified in the invitation.  The manufacturer’s standard warranty shall apply unless otherwise specified in the invitation.
 
9. The city reserves the right to divide items to avail themselves of the lowest bid.  Bids will be evaluated by the City based on cost, quality, and adaptability of the particular material.  The City reserves the right to reject any or all bids, waive any technicalities, and select the material that best suits their need, whether the price is the lowest or not.
 
 
 
10. Paper bids are to be submitted in a SEALED ENVELOPE to the Clerk of the Council, City Hall, 101 N. Huntington Street, Sulphur, Louisiana 70663, on or before date and time specified in the proposal. The outside of the sealed envelope must reflect the name of the bidder, the item(s) for which the bid is submitted (see cover page of bid proposal). The method of submission of the bid is the responsibility of the bidder.
 
11. When applicable, if item, product and/or service are not available locally, according to State Bid Laws:  Louisiana Revised Statue 38:2251: preference is hereby given to materials, supplies, and provisions, produced, manufactured, or grown in Louisiana, quality being equal to articles offered by competitors outside of the State.
 
12. DELIVERY DEFAULT: Forfeiture of the successful bidder’s cashier’s check or certified check could result upon failure to deliver by firm delivery date quoted in bid unless extension of time is approved by the Mayor. If a bid bond is furnished, and the contractor fails to deliver by firm delivery date quoted in bid (unless extension of time is approved by the Mayor), the contractor will make payment in the amount of five percent (5%) of his bid price, within fifteen (15) days after written notice is given. Should it be necessary to file suit for collection thereof, attorney’s fees in the amount of twenty-five percent (25%) of the amount of the bid bond shall be due and payable.
 
13. The undersigned certifies that he has carefully examined the instructions to bidders, terms, and specifications applicable to and made part of this proposal.  He further certifies that the prices shown in the schedule of items on which he is bidding are in full accordance with the conditions, terms, and specifications of this proposal, and that any exceptions taken thereto may disqualify this bid.
 
 
 
 
SIGNED:          ___________________________________________________________
 
 
 
 
 
DATED:           ___________________________________________________________